Yucaipa approves rental-focused YPAC partnership with Props AV amid split council vote and calls for contract safeguards

The Yucaipa City Council approved a rental-focused partnership with Props AV on June 22, aiming to boost bookings and reduce the Yucaipa Performing Arts Center's general fund subsidy. The agreement directs Props AV to generate leads, provide booking support and recommend customer-relationship software; the city will retain final approval on rentals and scheduling priorities.

Megan Wolf, who presented the item, said the city recently purchased HubSpot to track leads and that early results show 51 inquiries and 13 rentals booked for next fiscal year since implementation earlier in June. “With the purchase and implementation we’ve received 51 inquiries, have booked 13 rentals for next fiscal year and 12 pending customers,” she said, summarizing early traction.

Council debate centered on contract term, the vendor’s revenue model and the council’s desire for flexibility if the arrangement does not meet expectations. Multiple councilmembers sought a termination-for-convenience clause or other assurances that the city could end the agreement without cause if the partnership did not meet performance goals. The city attorney advised that the current draft allows termination for cause but not for convenience, and that adding a convenience termination would increase the council’s flexibility.

Deputy Mayor Beaver and others argued that the city should give the vendor a chance to demonstrate results under the agreed term, pointing out the YPAC’s prior subsidy and that full cost recovery historically had not been achieved. Councilmember Woolsey and others requested additional protections. Attempts to amend the agreement to add a council-level termination-for-convenience requirement failed on subsequent procedural votes, and the original staff-recommended agreement was approved by the council.

The agreement is described in staff materials as performance-based: Props AV is to be compensated only if it generates rentals that produce city revenue, and fees tied to production services are paid back through event revenues. Staff said Props AV will pay for removable amenities (for example lighting or décor items) but fixed building work would be the city’s responsibility.

Staff will return with a community‑services user-fee policy for the YPAC and a refined pricing structure that separates direct and indirect costs, and identifies higher seasonal pricing (for example, wedding season). Council directed staff to monitor performance and report back, and the council retained final approval authority over individual events.

Provenance: the topic began with staff presentation at the council meeting and concluded with the council’s vote on June 22.